Patient Section

The Patient section allows you to add and edit your patient demographics, insurance, claim information, and documents, as well as check eligibility and view patient appointments.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.

Patient

Additional Info

Insurance (v9.3)

Insurance (v9.4)

Claim Defaults

Patient Billing

Activity

Eligibility

Appointments

Documents


Button Overview

Below you will find a description of the buttons located within the Patient section:
  • Save: Selecting this button will save your patient information.
  • Close: Selecting this button will close the patient without saving the information.
  • Print: Selecting this button will display your print options. 
  • Merge: Selecting this button will open the Merge Accounts window.
  • Open in EMR: Selecting this option will open the Patient in the EMR if you have one.
  • Track: Selecting this button will allow you to track the patient in the Control section of the application.
  • Review: Selecting this button will review the patient.


  • Accept Assignment of Benefits: Click on the drop down and choose the appropriate authorized signature on file for box 12 and/or 13 on the HCFA.
  • Provider Accepts Assignment: Indicate whether or not the insured party has signed an authorization form to allow insurance benefits to be paid to the provider. If you select "No, the provider does not accept assignment of benefits" here, claims created for this option will automatically enter a "No" on the HCFA. 

    • Update claim to use current insurance information
      • These exact payers: Select this option if you only updated the Member ID, Group ID, or the insured's information.
      • Any payers: Select this option if you updated the Payer, Member ID, and Group ID.
        • A dialog will appear showing the claims that will be updated. Some claims may be re-filed. Review the listed claims for accuracy.
          • Note: Claim refiling will only be completed for charges that are currently in one of the following statuses:
            • Send to Insurance via Clearinghouse
            • User Print and Mail to Insurance
            • At Insurance. Note: If the claim is currently in this status, the claim will be refiled to the payer that the claim is currently at unless the payer is no longer associated with the claim at the time of service. If necessary, change the payer on the claim in the Claim section.
          • Click Confirm and Save to update claims. To change the criteria without updating claims, click Cancel Update

    Insured

    Add Insured

    Follow the instructions below to add your insured information: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab.
    5. Choose whether the Patient is the Insured, Another patient in CollaborateMD is the insured, or Other. 
    6. Select the Patient's relationship to the insured from the drop down. 
    7. If the patient is Self, the information from the Patient tab will automatically populate. If not, you can enter in the Insured's information. 
    8. When you're done click on the Save button.

    Link Insured

    Follow the instructions below to link the insured's information: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab.
    5. Choose the option Another patient in CollaborateMD is the insured and click on the magnifying glass to search for the patient. Note: The insured must already be added in CollaborateMD as a patient. 
    6. When the Patient Search window opens, find the patient you would like to link.
    7. Select the Patient's relationship to the insured from the drop down. 
    8. When you're done click on the Save button.

    Payers

    Add/Edit Primary Payer

    Follow the instructions below to edit a primary payer: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab.
    5. Select the Payers tab.
    6. Enter your Primary Payer by selecting the magnifying glass and selecting Find Payer to select a payer already added into the Payer section. Note: If you have not added payers, select New Payer and complete all required information. Click Save to add the payer into the Payer section and the patient's record. For help adding an electronic payer, click here
    7. Begin entering the other information such as the Member ID, Group ID, Policy Type, Copay, Co-Insurance, Deductible as well as an effective start and end date (if applicable).
    8. When you're done click on the Save button.

    Add/Edit Secondary Payer

    Follow the instructions below to add a secondary payer: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab.
    5. Select the Payers tab.
    6. Enter your Secondary Payer by selecting the magnifying glass and selecting Find Payer to select a payer already added into the Payer section. Note: If you have not added payers, select New Payer and complete all required information. Click Save to add the payer into the Payer section and the patient's record. For help adding an electronic payer, click here
    7. Begin entering the other information such as the Member ID, Group ID, Policy Type, Copay, Co-Insurance, Deductible as well as an effective start and end date (if applicable).
    8. When you're done click on the Save button.

    Authorization

    Add/Edit Authorization

    Follow the instructions below to add authorization to your patient account:
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab.
    5. Select the Authorization tab.
    6. Enter your Authorization information. 
    7. Once you are done with your changes, click Save. 
    Note: The amount of authorized visits used does not auto calculate unless the option to Auto-Decrement is enabled via the Defaults tab within the Practice section. Otherwise, you must manually enter the authorization number on the claim each time an authorized visit is used which would then update the number of visits used and left.

    Other Insured

    Add Other Insured

    Follow the instructions below to add your other insured information: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Other Insured sub-tab.
    5. Choose whether the Patient is the Insured or Other. 
    6. Select the Patient's relationship to the insured from the drop down. 
    7. If the Other Insured has the same patient contact information, select the button to Copy Patient Contact Info
    8. If the patient is Self, the information from the Patient tab will automatically populate. If not, you can enter in the Insured information. 
    9. When you're done click on the Save button.

    Edit Other Insured

    Follow the instructions below to edit your other insured information: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Other Insured sub-tab.
    5. Edit your Other Insured information. 
    6. When you are satisfied with your changes, click Save.

    Add/Edit Tertiary Payer

    Follow the instructions below to add a tertiary payer: 
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Other Insured sub-tab.
    5. Select the Payer tab.
    6. Enter your Tertiary Payer by selecting the magnifying glass and selecting Find Payer to select a payer already added into the Payer section. Note: If you have not added payers, select New Payer and complete all required information. Click Save to add the payer into the Payer section and the patient's record. For help adding an electronic payer, click here
    7. Begin entering the other information such as the Member ID, Group ID, Policy Type, Copay, Co-Insurance, Deductible as well as an effective start and end date (if applicable).
    8. When you're done click on the Save button.

    Employer

    Add/Edit Employer Information

    Follow the instructions below to add or edit employer information to your patient account:

    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab (Primary or Secondary payers). Select the Other Insured sub-tab (Tertiary payer).
    5. Select the Employer tab.
    6. Edit the Employer information.
    7. When you are done with your changes, click Save.

    Remove Payer

    Follow the instructions below to remove a payer:
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab (Primary or Secondary payers). Select the Other Insured sub-tab (Tertiary payer). 
    5. Select the Payers tab.
    6. Select the 'X' icon next to the desired payer. The information will clear.
    7. When you're done click on the Save button.

    Add Insurance Card

    Follow the instructions below to add an insurance card

    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab (Primary or Secondary payers). Select the Other Insured sub-tab (Tertiary payer). 
    5. Select the Payers tab.
    6. Next to the payer you would like to add the card to, select Insurance Card. 
    7. Select the file from your Document Imaging section you would like to use. 
    8. When you are done, select Add. 
    9. When you're done click on the Save button.

    Check Eligibility

    Follow the instructions below to check eligibility for this payer: 

    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Click on the Insurance tab.
    4. Select the Insured sub-tab (Primary or Secondary payers). Select the Other Insured sub-tab (Tertiary payer). 
    5. Select the Payers tab.
    6. Next to the payer you would like to check eligibility for, select Check Eligibility. 
    7. When the Check Eligibility window opens enter your settings and click Start Check.

    Insurance History

    Archive Insurance

    Follow the instructions below to archive insurance so that it appears in the Insurance History list:
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Once the patient is opened, click on the Insurance tab and make any changes to the patient's insurance.
    4. When you're done, click on the Save button. 
    5. A dialog will appear asking if you wish to archive the insurance. A check box will appear for each insurance that was changed. If the payer changed, you will have the opportunity to set the termination date of the previous insurance. Note: If you do not want to archive the insurance information, un-check the box next the insurance(s) displayed. 
    6. Click "Continue" to continue saving the patient and archive the insurance(s) selected.
    7. When you're done click on the Save button.

    Find Archived Insurance

    Follow the instructions below to find archived insurance information for a patient:
    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Once the patient is open, click on the Insurance tab and then click on the Insurance History sub-tab.

    Set Archived Insurance as Current Payer

    Note: Existing insurance information will be overwritten by the selected insurance. When you save, you may optionally archive the existing information. 

    Follow the instructions below to set an archived insurance as the patient's current insurance.

    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Once the patient is opened, click on the Insurance tab and then click the Insurance History sub-tab.
    4. Select the insurance from the table that you want to use as the patient's current insurance.
    5. Select the insurance to copy to (Primary, Secondary, Tertiary).
    6. Click OK. The insurance is copied to the specified insurance under either the Insured or Other Insured sub-tabs. 
    7. When you're done click on the Save button.

    Update Existing Claims with Archived Insurance

    Follow the instructions below to update existing claims with insurance information from an archived insurance.

    1. Go to the Patient section.
    2. You can search for patients in one of four ways:
      1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on the Open <Patient Name> button to open the active patient.
      3. In the Recently Opened pane, select the patient you wish to open.
      4. Click on the Advanced Search button.
    3. Once the patient is opened, click on the Insurance tab and then click on the Insurance History sub-tab.
    4. Select the insurance from the table that you want to use as the patient's current insurance.
    5. Click Update Existing Claims.
    6. Select options, including which payer (Primary, Secondary, Tertiary) to update, a range of service dates, practice, provider, and payer.
    7. Click Update Claims.
    8. A dialog will appear showing the claims that will be updated. Some claims may be re-filed. Review the listed claims to ensure that the criteria entered on the previous screen was correct.
      1. Note: Claim refiling will only be completed for charges that are currently in one of the following statuses:
        • Send to Insurance via Clearinghouse
        • User Print and Mail to Insurance
        • At Insurance. Note: If the claim is currently in this status, the claim will be refiled to the payer that the claim is currently at, unless the payer is no longer associated to the patient. If necessary, change the payer on the claim in the Claim section.
    9. Click Confirm and Save to update claims. To change the criteria without updating claims, click Cancel Update.
    10. When you're done click on the Save button.